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Pre-Checkin

Secure and convenient guest data collection before arrival

Written by Sophie Notdurfter

Introduction – What does this module do for me?

The Pre-Checkin module helps you to digitally collect important guest data before arrival – automated and GDPR-compliant. It ensures a modern, contactless experience – directly integrated into your Guestnet platform.

Function Overview

These functions are available to you in the Pre-Checkin module:

  • Digital collection of guest data before arrival

  • Integration with various PMS systems (e.g. ASA)

  • Dynamic input form depending on type of arrival

  • Automatic or manual import of the data into the PMS

  • Customizable texts and images

Note: GDPR compliance, mobile optimization, automations

How to set up the Pre-Checkin module

  • Have the module activated by our Customer Success Team

  • In the backend, open the section Journey > Pre-Checkin

  • Make the following settings:
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    1. Login:
      Enable the requirement to accept the house rules if needed. You can also customize the text on the welcome page to suit your needs.

      Note on the house rules:
      If the option “Accept house rules” is activated, the corresponding text must be entered under Master data > Data protection & Terms and Conditions. The text will then be displayed to the guest during the Pre-Check-in and must be confirmed.


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    2. Travel information:
      Decide which travel information should be requested from your guests.
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      Using custom fields, you can also collect additional details, such as special requests.
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    3. Confirmation:
      The closing text can also be personalized.
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    4. Settings:
      Here you can enable Pre-Checkin and copy the corresponding link at the same time. You can also decide:

      • whether a guest signature should be required,

      • whether guests are allowed to add other people –> the main guest can then add fellow travelers up to the capacity limit of the booked room,

      • whether inviting fellow travelers is permitted –> the main guest can invite fellow travelers via a link to enter their registration details themselves.

      If the welcome image for Pre-Checkin should differ from your start image in Guestnet, you can upload a custom image here.
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Provision of the Pre-Checkin link

After setting up the module, you have two options to send the Pre-Checkin link:

  • Anticipation email: Guest receives a link via an external CRM system in the format guestnetURL/my-holiday/check-in, login with reservation number and password.

  • Pre-Stay Mail: You can find a detailed guide here.

Process of the Pre-Checkin

After opening the link, the guest sees:

  • Check-in options

  • Name, room details, number of persons

The guest can then:

  • Add missing data (e.g. place of residence, ID number)

  • Enter arrival information (time, type of arrival)

  • Accept privacy policy and set marketing preferences

Dynamic fields: Depending on the selection (e.g. arrival type "car"), appropriate input fields appear (e.g. for license plate).

After saving, the message "Check-in successful" appears – with direct forwarding to the login area.

After the Pre-Checkin

  • Guests see an overview of all room guests

  • After submitting the data, changes are no longer possible

  • When logging in again, the check-in is locked, the guest sees the status "Checked in" and only has access to the My Stay section
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Integration with various PMS systems

Important: The “Pre-Checkin” function does not serve as a complete check-in process, but only enables the collection of relevant guest data before arrival.

Depending on the PMS system, there are different procedures:

  • ASA: Guest data can be automatically imported. The guest enters their data, and as soon as check-in occurs in the PMS, a window appears in ASA through which the data is read and automatically transferred to Guestnet.

    Important: The guest must be registered as a room guest.
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  • Other PMS systems: After the guest enters the data, a summary with all relevant information is sent via email. The data must then be manually entered into the PMS.
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Pre-Checkin Link

Via the link, you can better understand the guest login process.
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  • ​Login for Pre-Checkin:

https://YOURGUESTNETURL/my-holiday/check-in/?

  • Replace:

    • YOURGUESTNETURL with your Guestnet URL

    • Fill in the reservation number and surname fields.
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FAQ

Does the guest have to be logged in to use the module?

Yes, guests hav to be logged in to use the Pre-Checkin. Guests log in with reservation number and password – or are automatically logged in via the Pre-Stay Mail

Are the data saved?

Yes, all details are retrievable in the backend and linked to the respective guest account. With ASA PMS, the data can be directly adopted; with other systems, the export is done via email.

Support

The Pre-Checkin is part of our Advanced and Pro package.
Our Customer Success Team will be happy to advise you on how to optimally use the module:
📩 [email protected]

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